Protecting Bib Data with $5 KEEPXX October 16, 2015 / Kimberly Montgomery

About this presentation This presentation is a revision of one that was created for UCF several months ago to explain how to use $9 to protect bib data. Soon after use of $9 was implemented, it was discovered that $9 was already being used in Aleph to mark continuations of large fields that are broken up in Aleph (e.g., a large 520). So a new method of protecting data was needed...

What is $5 KEEPXX and why is it needed? Protect data in Aleph records Put an “ownership” label on data $5 KEEPXX is a new coding that FLVC has implemented in the State University Libraries’ Shared Bib UXU01 database in Aleph. It replaces the short-lived use of $9 with a University’s MARC Organization Code to protect fields in bib records.

Data Can Be Protected… In almost any bib field In Aleph records In any kind of record (OCLC or vendor)

Why an “Ownership” Label? Tells other catalogers not to delete data we want to keep Tells other catalogers which library thought the data was important

What Kind of Data Should We Protect? Local Fields Dissertations & theses Local series Local notes Proprietary fields Purchased fields (e.g., 970s in ebook records) Currently 970s are already protected, but adding the $5 KEEPXX is a further method of protection. When we get a new ILS, this may be useful? Other fields that may be purchased include 520s and 505s.

Other Fields? But Should We? Almost anything can be protected Probably not carelessly We probably need to keep track of how we use $5 KEEPXX The $5 KEEPXX was designed to give us flexibility in protecting local and proprietary fields. If we use $5 KEEPXX too casually, this may create maintenance problems in the future. If every field is protected, unnecessary duplicates may occur.

When Is Data Protected? Only when $5 KEEPXX is properly coded No misspellings, no change in capitalization A valid two-letter code replaces the XX in $5 KEEPXX Only when an OCLC record overlays a record in Aleph The $5 KEEPXX does NOT protect from GenLoad replacements of 856s Actually, I am not certain that upper- or lowercase matters, but to be safe, let’s be consistent and always capitalize this.

How to Apply the Protection First, determine whether all libraries should see the field in Mango If not, add $5 + MARC Organization Code (almost always) If yes, do NOT add $5 + MARC Organization Code! (something digitized locally?) In many or most cases, the protection would be applied in conjunction with the current $5 + MARC Organization Code. For example, if a library digitizes something old, they may want to add a field about the collection that contains the item. This information may be useful to another library that puts holdings on the same record. So leaving the $5 off of the field allows information about the collection to be displayed in the other library’s Mango.

How to Apply the Protection (continued) Next add $5 KEEPXX at the end of the field preferably after $5 + MARC Organization Code The XX in $5 KEEPXX should be replaced with your university’s 2-letter code e.g., $5 FOFT $5 KEEPCF There is not absolute rule that the $5 + MARC Organization Code comes first and the $5 KEEPXX comes last. These subfields could occur before all others in the field. But consistency of order does make a difference in ease of use. It takes more time to evaluate data when it is in unexpected places. FOFT is the UCF MARC Organization Code. And CF is the two-letter code used by UCF. Substitute the appropriate code used at your library. See the table, next slide.

SUL Codes for $5 KEEPXX University KEEPXX Code FAMU KEEPAM FAU KEEPFA FGCU KEEPGC FIU KEEPFI FLPOLY KEEPFP FSU KEEPFS NCF KEEPNC UCF KEEPCF UF KEEPUF UNF KEEPNF USF KEEPSF UWF KEEPWF All libraries at a university should use the same $5 KEEPXX code.

The Two $5s $5 + MARC Organization Code determines which Mango the field shows up in The $5 KEEPXX protects the field from OCLC WorldCat overlays Both are needed in most cases

Recommendations Each University should determine its local policy for applying $5 KEEPXX to fields Which projects need protected fields? Which fields should be protected? Document these local $5 KEEPXX uses for future reference

Recommendations (continued) Avoid unnecessary use of $5 KEEPXX Due to preferences for different wordings That prevent needed updates of non-local data during overlays from WorldCat Do not use or delete another University’s $5 KEEPXX We want to avoid ending up with $5 KEEPXX on fields that don’t need to be protected. This would cause unwanted duplicates in the record. E.g., if you don’t like the wording of a 520 note in a PCC record, using a reworded 520 with the $5 KEEPXX is NOT the way to handle this.

Recommendations (continued) It is okay to use $5 KEEPXX on fields listed as protected in Appendix III of the Shared Bib Cataloging Guidelines We have changed the list of protected fields in the past. So adding $5 KEEPXX to a protected field is another layer of protection for local and proprietary data.

Examples

Local Series 899 _0 $a Thomas and Georgine Mickler collection. $5 FOFT $5 KEEPCF

Proprietary Fields 970 01 $t Illustrations $p viii $5 FOFT $5 KEEPCF 970 01 $t Introduction. Genealogy of the NCIO $p 1 $5 FOFT $5 KEEPCF 970 11 $l ch. 1 $t Launching the NCIO $p 33 $5 FOFT $5 KEEPCF 970 11 $l ch. 2 $t The NCIO and Opportunity $p 68 $5 FOFT $5 KEEPCF Hopefully, in a case of detailed chapter data as in these 970s, the $5 KEEPXX would be added by the GenLoad profile as record sets were loaded.

Dissertations 690 _0 $a Dissertations, Academic $x Sciences. $5 FOFT $5 KEEPCF 690 _0 $a Sciences $x Dissertations, Academic. $5 FOFT $5 KEEPCF 790 1_ $a Mouloua, Mustapha, $e adviser. $5 FOFT $5 KEEPCF 791 2_ $a University of Central Florida. $b Psychology. $t Thesis. $5 FOFT $5 KEEPCF OCLC asks that catalogers do not put the information found in these fields in the master record, which would happen if the non-local 6XXs and 7XXs were used.

Dissertations A rare example?: 035 $a (SNX)CFE0005237 $5 FOFT $5 KEEPCF 035 $a (OCoLC)889227224 Only used for Dissertations with an SNX Number from FLVC!!! (and like situations?) Use of the $5 + MARC Organization Code and $5 KEEPXX on 035 fields should be limited. In this example, UCF receives records from FLVC based on data input by the authors. Those records have SNX 035s. UCF reviews and fixes the records, then uploads them to WorldCat. UCF retains the SNX number for internal management of the UCF dissertation records.

To Summarize Choose one or more fields to protect. These should be either: Local, or, Proprietary   Add $5 + MARC Organization Code to have the field display in a specific institution’s Mango Add $5 KEEPXX , properly coded with the University’s 2-letter code, to protect the field from OCLC record overlays Questions? Ask Kim Montgomery at Kimberly.Montomery@ucf.edu

Questions? Contact Kim Montgomery at: Kimberly.Montgomery@ucf.edu